On the Fly

Guidelines for creating, checking out and withdrawing “on the fly” records

“On the fly” is a procedure that allows staff to checkout items that do not exist within the system and that do not need a permanent record. Examples could include: out of state items, non-consortium Maine library items, and brief loan or rental collection items.
Depending on the popularity or obscurity of the title, you will either create just an “on the fly” item record or both an “on the fly” item and bib record.
Please make sure that your “on the fly” templates have been set. Go to the File menu, select Admin, Settings and then click the On the Fly tab. Select the “on the fly” template from the drop down menus next to Bibliographic and Item. Click the Save Settings button and then the OK button.

“On the Fly” Item Record

1. Open the patron’s account.

2. Scan the barcode of the item in hand. The system will look for the barcode from within the system and once it ascertains that it does not exist, it triggers the “on the fly” procedure.

onthefly

3. In the Item-on-fly dialog box, search for the title of the item in hand. If it isn’t in the system, please skip down to the directions for an “On the Fly” Bib Record. If it is in the system, please move on to step 4.

4. Select the record that matches the item you have in hand.

5. Follow the item template prompts. Once you have completed the prompts, your record should look similar to the one below.

onthefly2
Please note the item record template has the Icode2 set to ‘n’ Suppress and the imessage set to ‘fOn The Fly. This makes it so that the item record will be suppressed, which will make it unable to be viewed or requested from the OPAC (catalog). The “On The Fly” status indicates how the record was created and enables it to be searchable from within the system.

6. Select the Save icon.

7. The item message that we placed on the record will appear when the system brings you back to the patron’s account. Select OK.

onthefly3

8. The item is now checked out to the patron. Please verify the Due Date. If it needs to be changed, please select the item and then click the Change Due Date button. Select the date from the pop up calendar and then click on OK.

onthefly4

You have created an “on the fly” item and checked it out to the patron. When the item is returned, please remember to delete the item record. Refer to the section that guides you through Deleting an “On the Fly” Item Record only.

“On the Fly” Bib Record

  1. Open the patron’s account.
    onthefly
  2. Scan the barcode of the item in hand.
  3. In the Item-on-fly dialog box, search for the title of the item in hand.
  4. If the material is not in the system, select the New icon at the top of the screen.

    onthefly5

  5. Follow the bibliographic template prompts.

    ontheflybib

    Please note that in the bib template the Initials field is set to ‘nSuppress. This is to keep it from displaying in the OPAC (catalog). All “on the fly” bib and item records should be suppressed, so that they are not able to be viewed or requested from the catalog.

  6. As you move through the Bib template prompts, the system will automatically send you to the Item template when it has the necessary fields completed for the bib record. Follow the prompts from the Item template and when it is done prompting you, your record should look similar to the above.

    Please note the the Icode2 is set to ‘nSuppress from the system and the imessage is set to ‘fOn The Fly. Again, to reiterate, this is done so that the item cannot be viewed or requested from the OPAC (catalog).ontheflybib1

  7. Select the Save icon.
  8. The item message that we placed on the record will appear when the system brings you back to the patron’s account. Select OK.
  9. The item is now checked out to the patron. Please verify the Due Date. If it needs to be changed, please select the item and then click the Change Due Date button. Select the date from the pop up calendar and then click on OK.

You have created an “on the fly” record and checked it out to the patron. When the item is returned, please remember to delete the item record. Refer to the section that guides you through Deleting an “On the Fly” Item Record and Bibliographic Record.

ontheflybib2

Deleting “On the Fly” Item and Bibliographic Records

Before beginning the below steps, please make sure that the item has been checked in and is no longer on the patron’s account.

1. Go to Search/Holds mode.
2. Select Barcode from the search index drop down menu.
3. Scan the barcode.
4. When the Item Record Summary screen appears, ascertain whether you are the only one attached to the bib record. If so, then please move on to Deleting an “On the Fly” Item Record and Bibliographic Record. If not, then refer to Deleting an “On the Fly” Item Record only.

Deleting an “On the Fly” Item Record only

Before beginning the below steps, please make sure that the item has been checked in and is no longer on the patron’s account.

  1. Go to Search/Holds mode.

    ontheflyd1

  2. Select Barcode from the search index drop down menu.
  3. Scan the barcode.
  4. When the Item Record Summary screen appears, ascertain whether you are the only one attached to the bib record. If so, then please move on to Deleting an “On the Fly” Item Record and Bibliographic Record. If not, then refer to Deleting an “On the Fly” Item Record only.

Deleting an “On the Fly” Item Record only

  1. Navigate to the item record summary.
  2. Double click on your item record from the list of item records
  3. Once your record appears in the record tab, go to the File menu and select File.
  4. Click on the Delete Item Record option.

    ontheflyd2

  5. A pop up dialog box will appear questioning whether or not you want to Delete records? Select Yes.

    ontheflyd3

  6.  Click on the Edit icon at the top of the screen.
  7. Double click on the Location field.
  8. Select your library location and select Remove.
  9. Click the Save icon at the top of the screen.

Deleting an “On the Fly” Item Record and Bibliographic Record

  1. Navigate to the item summary record.
  2. Select the Edit icon at the top of the screen.

    ontheflybibd1

  3. Go to the File menu and select File.
  4. Select Delete Bibliographic Record.

    ontheflybibd2

  5. A pop up dialog box will appear questioning whether or not you want to Delete Bibliographic record b1234567 and all attached records? Select Yes.

ontheflybibd3